Sales & Contracts reference

A sale ties a pup to a buyer with a price, deposits, a contract and a microchip transfer. It's created when you assign a buyer to a pup, and opens from Sales & Contracts or the pup page. Most of a sale is worked out for you; you set just a few things.

Purchase price

The full price of the pup. You set this. It drives the balance and appears on the contract. Until it's set, the sale shows the deposit only.

Deposit amount

The amount you ask the buyer to pay up front to reserve the pup. You set it either when you create a deposit link (the buyer pays by card, into your own Stripe account) or when you record a payment you've already received in cash or by bank transfer. Both land on the same ledger. See Take a deposit and Record a cash or bank-transfer payment.

Payment method

Every payment on a sale carries the method it arrived by, and Whelpkeep never hides it:

• Card via Stripe — shown as Confirmed by Stripe. A verified payment: it can't be edited, marked paid or removed by hand, and refunds happen in Stripe.
• Cash, Bank transfer, Other — shown as recorded by you. Your own record of money you received. You can correct, refund or remove it.

The same distinction appears on the buyer's receipt and in the evidence pack's payment ledger.

Date received

For a payment you record yourself: the day the money actually changed hands (not the day you entered it). It can't be in the future. This is the date the buyer sees on their receipt. Card payments use the date Stripe confirmed them.

Reference

Optional note on a recorded payment — a receipt number, or a bank transfer reference — so the ledger line matches your own paperwork.

Balance

What's left to pay: purchase price minus everything received, whether paid by card or recorded by you. Worked out automatically — you don't edit it. When payments cover the price, the sale reads as paid in full.

Go-home date

The earliest date this pup may leave. Defaults to the litter's whelp date plus eight weeks (the legal minimum) and is used for the balance-due reminder. You can adjust it, but not earlier than the legal minimum.

The three tracks

A sale shows three read-only tracks that move on their own as you work:

Financial track

Follows the money: no deposit → deposit paid → paid in full. Driven by the payments received and the purchase price. A cash payment you record moves it exactly as a card payment does.

Contract track

Follows the agreement: no contract → drafting → pending signature → signed. See below. A new contract starts from your own wording if you've saved some, otherwise from Whelpkeep's standard contract — either way the compliance block, consumer-law note and signature block are added automatically.

Microchip transfer track

Follows the chip handover: chip pending → transfer lodged → chip transferred. You advance this as you lodge the change of ownership with the registry.

Contract

Whelpkeep drafts the sale contract for you, filling in the parties, the pup, the price, the compliance and ID details, and the state-correct legal wording — including the NSW cooling-off and refund clauses where they apply. You Save it, then Send for signature. The buyer signs online on their puppy page (typed or drawn). Once signed, the contract shows Signed with a full audit trail: who signed, when, their IP address and the method. You can't edit a signed contract.

The evidence pack

At handover you can download an evidence pack — a single PDF gathering the stamped details and the litter's compliance checklist — to give the buyer or keep for your records. There's also a pre-filled draft email to the buyer you can send from your own email.